Museum Donors and Depositors

The purposes of the processing
Personal data we collect
Sensitive (special category) personal data we collect
Who we are
The contact details of our data protection officer
The lawful basis for processing personal data
The lawful basis for processing special category personal data
Relevant legislation
The legitimate interests for the processing
Who we share your data with
Transfers of personal data to any third countries or international organisations
How long we keep your personal data
Your rights
Your right to withdraw consent
Mailing list
Your obligation to provide the personal data
The existence of automated decision-making, including profiling
Your right to lodge a complaint with a supervisory authority

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The purposes of the processing

This privacy notice applies to your involvement in the provision of archives, books, photographs, artworks and artefacts to Hastings Borough Council.

We start collecting information about people who wish to let us have their archives, books, photographs, artworks or artefacts as soon as we hear about a potential new acquisition.  These historically important items are of more use to present and future generations of researchers if their custodians have clear evidence how, when and by whom they were created.  This is why we try to find out what is known about the history of these items before they came into our custody.

We also need an adequate record of:

• How items came into our custody, to defend our legal right to continue holding them;
• The checks made on items to ensure we are complying with any laws related to holding the item;
• Any occasions on which items have left our custody (for example, if loaned to a museum) to defend the security and integrity of our collections; and
• Research conducted on an item, when this activity is significant enough to become part of the history of its care and use (for example, carbon dating a museum artefact).

The record could be as simple as your name and contact details, and the identities of previous owners.  It could also contain more than that, such as biographical details of the creator of a diary or work of art.  Where the records contain personal data, we will only use it for the purposes of managing our collections, not for marketing purposes.

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Personal data we collect

Our archives and collections may contain basic personal data:

• Names
• Addresses
• Email addresses
• Phone numbers

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Sensitive (special category) personal data we collect

Occasionally, special category information may be collected where it adds context to the donation/deposit.

• Race
• Ethic Origin
• Politics
• Religion
• Trade Union Membership
• Genetics
• Biometrics (where used for ID purposes)
• Health
• Sex Life
• Sexual Orientation

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Who we are

Hastings Borough Council
Muriel Matters House
Hastings
East Sussex
TN34 3UY

Tel:  01424 451066

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The contact details of our data protection officer

Data Protection Officer
Hastings Borough Council
Muriel Matters House
Hastings
East Sussex
TN34 3UY

Contact our data protection officer.

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The lawful basis for processing personal data

Contract: the processing is necessary for a contract we have with the individual, or because they have asked us to take specific steps before entering into a contract.

Public task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.

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The lawful basis for processing special category personal data

Substantial public interest: the processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights of the data subject.

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Relevant legislation 

Public Libraries and Museums Act 1964
The Local Government Act 1972

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The legitimate interests for the processing

Not applicable.

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Who we share your data with

We do not routinely share details of donors and depositors without written consent to do so.

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Transfers of personal data to any third countries or international organisations

Any contracts with providers who might host personal information abroad have appropriate clauses to ensure adequate technical and organisational security measures are in place.

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How long we keep your personal data

Details of donors and depositors are held in indefinitely.  This is because the need for provenance never goes away.  Even if the items leave our custody, we may continue to hold this contextual information so that our actions remain accountable.

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Your rights

When information is archived in the public interest, Hastings Borough Council is exempted from the standard GDPR provisions.

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Your right to withdraw consent

Not applicable.

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Mailing list 

Not applicable.

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Your obligation to provide the personal data

If you do not provide the personal information, we may be unable to accept your donation/deposit.

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The existence of automated decision-making, including profiling

Not applicable.

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Your right to lodge a complaint with a supervisory authority

The Information Commissioner is the UK's independent body set up to uphold information rights.

If you would like to know more about your rights under the Data Protection law, and what you should expect from us, visit the Information Commissioner's website.

If you have any concerns regarding our privacy practices or about exercising your Data Protection rights, you may contact the Information Commissioner's Office:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113 or 01625 545 745
Email: casework@ico.org.uk

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